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Seiketsu and standardization, finer points

Seiketsu is the fourth and final step of the 5S. It means ‘standardization’. As humans, when we repeat the first three steps that we discussed in the previous weeks correctly, your workplace or school premises will become clean and organized. We call this state Seiketsu.

Standardized clean-up, requires continuous, repetitive maintenance of tidiness, cleanliness and orderliness. As such, it embraces both personal cleanliness and the cleanliness of the environment inside and outside the facility. The emphasis is on a technique referred to as ‘visual management’. Innovation and total visual management are used to attain and maintain standardized conditions so that you can always act fast when required.


Symbols – very handy in visual management – take less time to read

We should make sure that whatever is achieved is not allowed to deteriorate. Hence Seiketsu is only complete when its horizons have been expanded to include the entire working environment. It is proof of good Seiri, Seiton and Seiso. For healthy and vital environment, along with work place management, personal cleanliness is also essential. 

Normally a place, whether it be a house, office or factory, is cleaned up when a VIP visits or on New Year. Cobwebs which had been building up for months are gotten rid of, unwanted things thrown out. This is a very bad example of cleanliness. Cleanliness should be an integral part of our lives. This is the concept of ‘systematization’.

Spotting trouble

In a well-maintained organization problems are not a day to day occurrence. Many problems start small and are difficult to locate. Consequently it calls for alertness at all time. Nothing should be taken for granted. Periodic checks should be carried out in a systematic method.

Another important factor is knowledge as to how to manage a situation. If something goes wrong what are the emergency procedures and how the situation can be controlled? If such situations are consistent there should be a long-term action plan for eliminating such problems. But spotting trouble by being alert will come to nothing if one does not retain necessary expertise. For example, let us presume a wire is loose inside a plug of your iron wire code. If we have the necessary expertise to fix the wire without getting the assistance of an electrician we would be back in business in a matter of minutes.

At the same time, when we go around we should feel, hear, touch and see for any abnormalities. If in doubt fix it yourself without thinking about your status rather than taking a risk. Safety should be first priority. Use bright colours for cautioning. 

Imparting knowledge systematically

Systems should be developed to impart knowledge without error, avoid accidents and failures. One such system is visual control. 

Some of the systems that can be used for visual control are simple, attractive and easy to understand displays (use pictures if you can). They keep people from making functional errors.

There can be red lights, signals and alarms to alert against danger. Indications and directions can be provided, to put things in the right place in the correct manner. To avoid confusion we should use standard terminology. One very good example is Traffic Lights.

In industry people use different names to indicate the same machine. Use standard names for equipment. Use cautionary remarks like ‘Are you using safety goggles while grinding’ before the grinding machines. Best thing is to ensure that a pair of goggles is made available in a stand nearby so that no one can find any excuse. Let the instructions be simple and easy to follow.

Visual management

Visual management is very essential for control and management. A visual control system is an excellent way of opening up the communication channels between management and the shop-floor so that everyone knows the schedules that are to be met, process and changes that occur. This form of communication helps an organization to become more transparent.

Even in a class room, if the books are colour coded, the communication between the class teacher or parents and the students will be very effective and will help students to manage time more effectively. For example in a school, if books are colour coded according to subjects students will be able to retrieve the required book easily. 

Sign boards in the highway are made keeping in mind that it has to be read by people while travelling fast. While designing, risk of accident due to diversion of attention is to be taken into account. The use of symbols like danger, stop, left or right turn, no ‘U’ turn offers multiple advantages. Symbols take less time to understand, because the right side of the brain, where images are recognized, function more rapidly and is capable of establishing correlation more easily than the left. The right side of the brain stores significant information effectively. 

Tips for visual management

* Charts should be displayed properly to help people avoid making errors. This should be visible not only to workers within the unit, but to anyone passing through.

* Messages should be as clear as possible so that one could see from a distance. Colour should be used effectively.

* Involve employees to participate in designing the charts.

* Display danger alerts, instructions, cautions and operating instructions, equipment name, ‘do-nots’, maintenance date and proper place for items.

* Display instructions in proper prominent place, visible to all.

* Prepare manual to standardize visual management for proper follow up.

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